The K12Docs module includes a default electronic filing cabinet structure for the financial side (for use with the School Accounting System), for board meetings, and for student records, in addition to the flexibility to create additional applications if needed. The terminology used within K12Docs and the default filing cabinet structure are shown below.
Structure Term Definitions:
K12Docs: an add-on module of the School Accounting System that serves as an electronic document storage solution with a secure and customizable cloud-based repository. The K12Docs module encompasses all the electronic filing cabinets.
Application: a way to group similar documents together for storage purposes. An application within K12Docs is like a filing cabinet or a drawer within the filing cabinet.
Folders: organizational elements containing related files or documents. The folders within K12Docs are like the green hanging folders within a filing cabinet drawer.
Indexes: the identifiers for each folder (such as ID, Name, City, and State). The indexes in K12Docs are defined and apply to all the folders within one application.
Subfolders: the folders within the main folders to aid in organizing the files and documents. The subfolders within K12Docs are like manila folders within the green hanging folders.
Documents: files that are uploaded and stored in the subfolders.
Attributes: the identifiers for each document (such as Document Description and Document Date). The attributes in K12Docs are defined and set by subfolder, and are completed for each document.
K12Docs Default Folder/Application Structure for the Financial (School Accounting System) Application:
SUI_GL_Cash Receipts – index on Cash Receipt Key and Cash Receipt Number
Subfolders for Cash Receipts
SUI_GL_Documents – index on Year
Subfolders for 01-January through 12-December and General
SUI_AP_Vendors – index on Vendor ID, Vendor Name, City, State, and Active
Subfolders for General, Invoices, Purchase Orders, and Requisitions
SUI_AP_Documents – index on Year
Subfolders for 01-January through 12-December and General
SUI_PR_Employees – index on Employee ID, Last Name, First Name, Active, and Location
Subfolders for Archive, Benefits/Deductions, Contracts, Employee Uploaded (Pending), Human Resources, Leave Requests, Medical/FMLA/Disability, Payroll, Transportation, and Workers Compensation
SUI_PR_Documents – index on Year
Subfolders for 01-January through 12-December and General
SUI_PR_Documents_Sensitive – index on Year
Subfolders for 01-January through 12-December and General
SUI_PR_Payees – index on Payee ID, Payee Name, City, State, and Active
Subfolder for General
SUI_HR_Benefits – index on Benefit ID and Benefit Type ID
Subfolder for General
SUI_HR_Training_Events – index on Training Event Key, Training Event Description, Training ID, Training Type ID, and Training Start Date
Subfolder for General
SUI_HR_Documents – index on Year
Subfolder for General
SUI_NG_Documents – index on Year
Subfolder for General
SUI_FA_Assets – index on Asset Tag, Asset Description, Site ID, Building ID, Room ID, and Disposed
Subfolder for General
SUI_FA_Documents – index on Year
Subfolder for General
SUI_AR_Customers – index on Customer ID, Customer Name, City, State, and Active
Subfolder for General and Invoices/Payments
SUI_AR_Documents – index on Year
Subfolders for 01-January through 12-December and General
Board_Meetings – index on Document Type, Month, and Year
Subfolder for Document
Student_Records – index on Student Number, State Student Number, Last Name, First Name, School, Status, and Graduation Date
Subfolder for Document